Limit registrations to an event using the Advanced Automations Module

It is possible to set up limits on your events by using the Advanced Automation module in conjunction with the 'Contact ID' system field.

Below is a breakdown of how this could be set up. In this example the limit on the number of places is 80.

Create a new list for use with the automated workflow

Create a 'New workflow' from under the 'Advanced Automation' menu (this will only be available if you have this feature active in your account)

Create a 'new step' for this workflow which will handle the first 80 contacts being added. This workflow step should have the below settings:

Source:

A Trigger against the following list (select the new list)

Trigger:

Select Trigger: 'Subscribe'

Click 'Advanced Options'

Click 'Add/Edit'

Set the first 3 fields as: Contact ID - Greater than - 0

Add a new set of fields and set as: Contact ID - Less than - 81

Click 'ok' then scroll down

Action:

'Send the Contact the Message...': select the message being sent to contact if they are one of the first 80 to be added to the list (eg the email containing the link to the event registration which adds the contact into a different list)

Timeframe:

'Immediately'

Click 'Save'

For those Contacts added after the 80 limit has been reached, another workflow step could be created with the following settings:

Source:

A Trigger against the following list (select the new list)

Trigger:

Select Trigger: Subscribe

Click 'Advanced Options'

Click 'Add/Edit'

Set the 3 fields as: Contact ID - Greater than - 80

Click 'Ok' then scroll down

Action:

'Send the following message': select the message being sent to contact if they are not one of the first 80 to be added (eg the 'Sorry we're full' email)

Timeframe:

Immediately

Click 'Save'

Then as always Save your workflow, Activate the Steps and automation, then test test test before going live!

Please note for every contact added to the list during testing, the 'Contact ID' reference will need to be increased by that same number (for example if 5 contacts are added during testing then the workflow Step criteria would need to be changed appropriately, eg 'Less than 85', 'Greater than 84'). Even if 5 contacts are added during testing and then deleted - the Contact ID reference will still need to be increased by that same number as every contact is assigned with a Contact ID within the list and this can only be used once. Please also note that the above workflow will function for any contacts being added into the list created for use with this workflow.

Please let us know if the above setup meets your requirements, we'll then ensure the 'Contact ID' field is enabled for your account.